RRSDA Search Tips

The Records Retention Schedules and Disposal Authorities (RRSDAs) provide guidance to departments regarding the total retention periods and the final disposition of university records.

There are two types of retention schedules:

General Schedules are organized by function or activity. These schedules provide information for the management of records commonly found in multiple departments (i.e., Human Resources, Finance, committees, etc.). Typically, there are two sets of retention rules for general schedules, one set of rules for the Office of Primary Responsibility (OPR), and one set of rules for all other departments that create and/or maintain the same records. For example, RRSDA 1995-001 Accounts Payable lists two retention periods, one for records kept by Accounting (the OPR) and one for records kept in all other departments.
Departmental Schedules are organized by department name and by function. These schedules provide information for the management of unique records that are only created by a single department. For example, RRSDA 2023-012 Outstanding Alumni Awards Nominations provides details direction for the Alumni Relations Office in the management of the records it creates through the administration of the Outstanding Alumni Awards program.

The search page provides different ways to search for a retention schedule.

Use the Sort feature to list all RRSDAs based on title, number, funtion, department, total retention, and/or final disposition.
Use the Filter feature to limit RRSDAs by function, department and/or final disposition.
Use the Keyword Search feature to search the text of all RRSDAs.

You can also combine search features. For example, use the filter feature to limit results to a single department, and use the sort feature to organize the results by total retention period.

Using the keyword search function:

If you know the RRSDA number or title, you can use the keyword search box.
- This search engine will only search terms within the page of the RRSDA.
- Avoid using broad terms like "university" or "student".
- Interchangeably use related terms to refine your search (e.g. employee or personnel).
The keyword search box can be left blank when sorting or filtering by function, department and/or final disposition
Once you have located the correct RRSDA, read the Description, and Purpose and Use of Records sections to confirm that the RRSDA is applicable to your record.
Some schedules may apply to one, several or all departments. You need to review the schedule to determine if there are different retention rules that apply. For example, RRSDA 1995-001 Accounts Payable Transaction Files has two retention periods. One for records found in the accounting department and another for all other university departments.

Retention Periods explained:

At the expiry of the total retention period, records move to their final dispostion. There are three possible final dispositions:

Full retention identifies record series that will be retained in whole.
Selective retention identified record series that will be retained in part. Records Managers use 鈥渟elective retention鈥� to identify record series that needs to be reviewed by means of recognized archival selection criteria after the records are transferred to the Archives for review.
Destruction identifies record series that should be securely destroyed.

Glossary:

Department - the specific administrative or academic unit that creates the records. Some retention schedules will apply to one, many or all departments.
Total Retention - the period of time records must be kept.
Final Disposition - the last action taken with regard to inactive records once the expiration of their retention period has taken place in accordance with legislative, regulatory, or administrative requirement. Final disposition is either destruction or archival.
Function - refers to the purpose or role records serve within the department (i.e., Human Resources, Administration, Committees, etc.).

尤物视频

Archives and Records Management